PTO Setup/Accrual Users Guide v

Transcription

1 PTO Setup/Accrual Users Guide v Updated 2/08/2016 Page 1 f 6

2 General The Paid Time Off (PTO) Rules is used t set up the number f hurs t accrue r replace each emplyee s vacatin, sick and persnal time. The rules are setup by years f emplyment s that changes t the accrual r replace amunt will happen autmatically as the emplyees reach milestne anniversaries with the agency. Settings Time Categry Maintenance Define which time categries will be tied t the different types f PTO. Default ptins are sick, persnal and vacatin. The descriptin f these types can be changed in Time Categry Type Maintenance. PTO Rules Maintenance PTO rules are created t specify hw many hurs shuld be accrued r replaced. PTO rules can be brad t include multiple emplyees r specific per emplyee. TIP: Set up a brad rule that culd apply t mst emplyees and set it as the default. Then setup mre specific rules and apply them t emplyees that are exceptins t the default. Updated 2/08/2016 Page 2 f 6

3 Definitins Accrue Adding the hurs t apply t the current PTO balance each mnth. Replace Replacing the current PTO balance with the hurs t apply. This is typically dne n an annual basis. Default Rule fr PTO type? If checked, all emplyees hurs fr the PTO type indicated will be updated based n this rule unless anther rule is specified in emplyee maintenance. Qualify a Partial Mnth as Whle? Partial mnth f emplyment will be cnsidered as a full mnth and will accrue an entire mnth f PTO time. If the ptin is nt selected, a partial mnth f emplyment will nt be included in the accrual calculatin and n PTO time will accrue. Hurs t Apply - Enter the number f hurs t add t r replace the emplyee's PTO each time the accrual/replace update is run. Min Years - Enter the minimum number f years smene needs t be emplyed t receive the hurs t apply. The number f years is based n the emplyee s emplyment date in the Emplyee maintenance applicatin. Max Hurs - Enter the maximum number f hurs that the emplyee can accumulate. The system will nt allw the autmatic accrual nce the balance f hurs (accrual less time taken) reaches this number. If yur agency allws carryver f unused vacatin time, make sure that the max hurs will be greater than the hurs that are carried ver plus the current year accrual. Emplyee Maintenance Apply PTO Rules in emplyee maintenance that is the exceptin t the default rule as selected in the PTO Rules. Hurs allwed This will display the amunt f hurs that are replaced r have been accrued. There are tw ptins fr PTO reprting. Optin 1: If the reprting begins at the emplyee start date r an arbitrary starting date and nly the T date changes each year, there is n need t adjust the hurs allwed at a future date. Optin 2: If the reprting is n a yearly basis and the Frm and T date get updated each year, the beginning balance will need t be updated with carryver hurs frm the previus year. Emplyee Update Frm and T Dates Represent the year that the PTO accruals are being included. This can be based n a calendar year, an emplyment year r all time since emplyment date r ther start date. The dates will be updated fr all emplyees. The dates are updated by running the Update Dates prcess. Updated 2/08/2016 Page 3 f 6

4 The dates can als be changed manually in Emplyee Maintenance r Emplyee Update. Prcessing Accruing r Replacing PTO hurs manually. This prcess will need t be repeated every mnth. In Maintenance>Emplyee Update, click n the Accrue PTO icn at the tp f the screen. In the ppup windw, select the mnth and year where the accrual prcess needs t be run. Once it s been run, it will default t the next subsequent mnth. Click n the prcess buttn and the hurs fr each emplyee will be accrued r replaced based n their assigned PTO rule r the default rule. Autmatically accrue PTO hurs Install Advantage Services n yur server, if it isn t already. It is part f yur Advantage package. It is lcated in yur Advan directry under Advantage Services. Cntact ur Tech Supprt department fr assistance with this step. Once installed, yu can set up the prgram t autmatically accrue yur PTO hurs n the day selected (1-28). Updated 2/08/2016 Page 4 f 6

5 Reprting Indirect Time Reprt (lcated in Webvantage>Emplyee>Reprts) The Indirect Time Reprt displays all types f Nn-Prductive time that has been entered n the timesheet fr selected emplyees. The reprt lists hurs available, hurs used and the variance (balance) remaining fr Persnal, Sick and Vacatin time. Dates are dependent upn the reprting ptin selected. Once the ptin is determined, the dates can be updated thrugh the Update Dates prcess in Emplyee Update r manually changed thrugh Emplyee Maintenance. The date range cntrls which entries are included as part f the hurs used clumn. Optin 1: The Frm date is kept the same and the T date is updated t the current year. Optin 2: The Frm and T dates are updated t the current year. Hurs available pulls the hurs allwed field n the Time-Tracking tab f Emplyee Maintenance. Hurs used displays timesheet entry against persnal, sick and vacatin time categries. All ther types f Nn-Prductive time display nly the hurs used based n timesheet entry. Emplyee Indirect Time desktp bject The Emplyee Indirect Time desktp bject displays all types f Nn-Prductive time that has been entered n the timesheet fr selected emplyees. Click the Magnifying glass t view the actual hurs/days used fr that categry. The reprt lists hurs available, hurs used and the variance (balance) remaining fr Persnal, Sick and Vacatin time. Dates are dependent upn the reprting ptin selected. Once the ptin is determined, the dates can be updated thrugh the Update Dates prcess in Emplyee Update r manually changed thrugh Emplyee Maintenance. The date range cntrls which entries are included as part f the hurs used clumn. Optin 1: The Frm date is kept the same and the T date is updated t the current year. Optin 2: The Frm and T dates are updated t the current year. Hurs available pulls the hurs allwed field n the Time-Tracking tab f Emplyee Maintenance. Hurs used displays timesheet entry against persnal, sick and vacatin time categries. All ther types f Nn-Prductive time display nly the hurs used based n timesheet entry. The Start and End date in the bject cntrl which entries f ther Nn-Prductive time t include in the hurs used clumn. Supervisrs als have the ability t see indirect time fr emplyees that they supervise. Updated 2/08/2016 Page 5 f 6

6 Access t emplyee indirect time (All) can be given t whever may need it, such as HR persnnel. NOTE: The Indirect Time desktp bjects will nly display PTO categries where a Frm and T date r Hurs Allwed have been entered. Vac/Sick Time query The Vac/Sick Time query shws the hurs available fr vacatin, sick and persnal time and the hurs taken. Dates are dependent upn the reprting ptin selected. Once the ptin is determined, the dates can be updated thrugh the Update Dates prcess in Emplyee Update r manually changed thrugh Emplyee Maintenance. The date range cntrls which entries are included as part f the hurs used clumn. Optin 1: The Frm date is kept the same and the T date is updated t the current year. Optin 2: The Frm and T dates are updated t the current year. Emplyees visible in the query can be limited in the Emplyees tab in user setup in Security>Setup>User. The query can be exprted by clicking File>Save As and selecting either.csv r.txt. Updated 2/08/2016 Page 6 f 6